IN REPLY 

REFER TO 

DEFENSE LOGISTICS AGENCY 

HEADQUARTERS 

8725 JOHN J. KINGMAN ROAD 

FORT BELVOIR, VIRGINIA 22060-6221 

October 03, 2012 

MEMORANDUM FOR SUPPLY PROCESS REVIEW COMMITTEE (PRC) MEMBERS 

SUBJECT: Approved Defense Logistics Management System (DLMS) Change (ADC) 

427 A, Requisition Document Number Date Edit (MILSTRIP/Supply) 

The attached change to DLM 4000.25-1, Military Standard Requisitioning and Issue 

Procedures (MILSTRIP) and DLM 4000.25, Defense Logistics Management System (DLMS) is 

approved for implementation. Portions of this change were implemented under the ADC 427. 

This ADC provides updates and establishes approval to implement remaining edits in October 

2012. This ADC replaces ADC 427 in its entirety. 

Addressees may direct questions to Ms. Ellen Hilert, DOD MILSTRIP Administrator, 703-

767-0676 or DSN 427-0676, or email ellen.hilert@dla.mil, or Ms. Heidi Daverede, DOD 

MILSTRIP Alternate, 703-767-5111 or DSN 427-5111 , or email heidi.daverede@dla.mil. 

Others must contact their Component designated Supply PRC representative. 

Attachment 

As stated 

cc: 

ODASD(SCI) 

Director 

Defense Logistics Management 

Standards Office 

Federal Recycling Program G Printed on Recycled Paper 
Attachment, ADC 427A

Page 1

ADC 427A

Requisition Document Number Date Edit

1. ORIGINATING SERVICE/AGENCY: Defense Logistics Agency (DLA), DLA J-3311, 

DSN 427-2612

2. FUNCTIONAL AREA:

a. Primary/Secondary Functional Area: Supply/Logistics

b. Primary/Secondary Functional Process: Requisition Processing

3. REFERENCES:

a. DLM 4000.25, Defense Logistics Management System (DLMS), Volume 2, Chapter 4,

Requisitioning

b. DLM 4000.25-1, Military Standard Requisitioning and Issue Procedures (MILSTRIP), 

Chapter 3, Requisition Processing and Related Actions

c. ADC 427, Requisition Document Number Date Edit, dated November 28, 2011

4. REQUESTED CHANGE:

a. Description of Change: Request that DLA Transaction Services Defense Automatic 

Addressing System (DAAS) implement a permanent edit to check for an appropriate ordinal date 

in requisitions prior to forwarding to the source of supply for processing. Comparable edits are 

authorized within source of supply requisition processing. This change replaces ADC 427 in its 

entirety; it retains all information previously published, additional exclusion values, and 

clarification of the implementation timeline. Significant revisions subsequent to publication of 

ADC 427 are highlighted in green.

b. Background: 

(1) The MILSTRIP requisition document number is constructed using a four-position 

ordinal date (one position year of century and three-position day of year referred to as a Julian 

day). This date represents the requisition creation date.

(2) A situation occurred in January 2010 where the U.S. Navy erroneously resubmitted 

84,000 requisitions from prior fiscal years. The preponderance of these requisitions was over 

one year old. DLA’s edit for duplicate document number check did not catch 25,000 of these 

requisitions since they were completed for over one year. DLA archives most requisitions one 

year after they are complete, exceeding the DLMS requirement of six months retention. To 

prevent this situation from occurring in the future, a document number date edit is required. This 

edit will not apply to FMS customer orders.
Attachment, ADC 427A

Page 2

(3) PDC 409 was initially requested for requisitions addressed to DLA only; however, 

the MILSTRIP Administrator requested the Military Services evaluate applicability of the 

planned edit for all requisitions. Based upon concurrence from the Army, Air Force, Navy, and

Marine Corps this approved change reflects a broad application for all requisitions. It was 

determined that an exception would be needed for Navy initial outfitting requisitions, as these 

may be held internally by the Navy for over a year prior to submission to the source of supply. 

At this time, the other Services have not identified a requirement for exception rules. 

(4) Subsequent to publication of ADC 427, the Navy identified two additional fund 

codes associated with Navy initial outfitting requiring exclusion from the prior date edit 

described below. The additional Fund Codes QU and QZ are incorporated for formal 

recognition of this exclusion.

(5) Prior to DLA Transaction Services implementation of the future date edit described 

below, the Navy withdrew their concurrence for the future date edit and requested a delay 

pending further research on the impact of this requirement on Navy shipboard procedures. There 

was a strong concern that the system replacement for Navy RSupply Afloat would not be 

available for several years and the legacy system and current procedures would not support the 

restriction on future dates. The future dates in requisitions were used primarily to bypass an 

internal Navy edit restricting the number of requisitions issued per day to a predefined block of 

serial numbers for a specific ship. During periods of heavy demand, if the assigned serial 

number block was exhausted in a single day, the requisition date could be incremented until all 

required requisitions were issued. The Navy reviewed this procedure and has now determined 

that the practice will be terminated and the originally approved future date edit may be 

implemented.

 c. Detailed Procedures: 

(1) DLA Transaction Services will establish edits as described below to reject 

requisitions that are greater than one year old, or are more than one day in the future. This date 

edit is based upon a calendar year and will not impact requisition dates which cross over the 

fiscal year (unless more than a full calendar year has also elapsed between the requisition date 

and the current date).

For all requisitions, identified as DLMS 511R with Transaction Type Code = A0, 

Requisition, and MILSTRIP Document Identifier Code (DIC) = A0A, A01, A0B, 

A02, A0E, A05, A07, A04, A0D, where the requisition is not applicable to FMS or 

Grant Aid (first position of the document number (MILSTRIP rp 30 NOT= B, D, I,

K, P or T), or Navy initial outfitting (document number Service Code N, R, or V, and 

Fund Codes equals: VO (Victor Oscar), V7 (Victor Seven), LQ ( Lima Quebec), QU 

(Quebec Uniform ) or QZ (Quebec Zulu), then

- Reject requisitions that are more than one day in the future: If the document 

number ordinal date YDDD (rp 36-39 of the legacy requisition format) converted to 

CCYYDDD is greater than the current date plus 1 (CCYYDDD + 1), reject with 

Supply Status CD, and if less than or equal to the current date plus 1, allow to 

process. 
Attachment, ADC 427A

Page 3

- Reject requisitions that are greater than one year old: If the document number 

ordinal date YDDD (rp 36-39 of the legacy requisition format) converted to 

CCYYDDD is equal to or less than the current date minus 1 year (CCYYDDD -

l000), reject with Supply Status CD, and if greater than the current date minus 1 year 

(CCYYDDD - 1000), allow to process.

(2) Optionally, DOD sources of supply may validate the document number date as 

described for DAAS processing above.

(3) Revise the narrative text associated with Requisition Transaction Status Code CD to 

clarify the date edit.

5. REASON FOR CHANGE: To ensure only appropriate requisitions are passed to Military 

Services and Agencies for processing. Sources of supply may pursue redundant editing for the 

purpose of ensuring all transactions pass this edit, including those which bypass the DAAS edit. 

This change identified two additional Fund Codes requiring exclusion from the prior date edit. It 

authorizes implementation of the future date edit which was put on hold after ADC 427 was 

issued.

6. ADVANTAGES AND DISADVANTAGES:

a. Advantages: This will allow only valid requisitions to be processed and prevent 

current fiscal year budgets from being depleted for invalid requisitions.

b. Disadvantages: None identified.

7. NOTE ANY REGULATIONS OR GUIDANCE: DAAS edit criteria is documented in 

DLM 4000.25-10 Defense Automatic Addressing System (DAAS). It requires update to 

document this change as revised.

8. TIME LINE/IMPLEMENTATION TARGET: 

a. The prior date edit (including the additional fund codes) was previously implemented by 

DLA Transaction Services in conjunction with issuance of ADC 427 and Navy feedback. 

b. The future date edit was previously placed in an unofficial deferred status pending 

review. Immediate implementation by DLA Transaction Services is now authorized. 

c. Service/Agencies may implement ADC 427A as resources become available. DLA 

Enterprise Business System (EBS) has a tentative release date in October 2013.

9. IMPACT:

a. Changes to DLMS Data Elements: None.

b. DLA Transaction Services: Implement permanent ordinal date edit as described 

above. 
Attachment, ADC 427A

Page 4

c. Publications: MILSTRIP revisions shown at Enclosure 1.

(1) Update MILSTRIP Chapter 2.28, Defense Automatic Addressing System Edit of 

Incoming Requisitions, and DLMS equivalent. 

(2) Update Figure C3.F1, Requisition Processing and Related Actions, and DLMS 

equivalent. 

(3) Update MILSTRIP Appendix AP2.16, Status Codes and the DLMS Dictionary.

d. Automated Information Systems. Sources of supply may choose to implement the 

edit as prescribed for DLA Transaction Services.
Enclosure 1, ADC 427A

Page 1

Enclosure 1, MILSTRIP Revision

Staffing Note: The following changes were published under ADC 427 and will be updated per 

ADC 427A to include the additional fund codes.

1. Revise DLM 4000.25, MILSTRIP, Chapter 2, as follows. Comparable changes are required 

for the DLMS manual.

C2.28.14. Requisition Date Edit. DAAS shall edit requisitions to reject any requisitions that 

are greater than one calendar year old, or are more than one day in the future.

1 For all 

requisitions (DIC A01, A0B, A02, A0E, A05, A07, A04, A0D), where the requisition is not 

applicable to FMS/ Grant Aid or Navy initial outfitting (document number Service Code N, R, 

or V, and Fund Codes equals: VO (Victor Oscar), V7 (Victor Seven), LQ ( Lima Quebec), QU 

(Quebec Uniform ) or QZ (Quebec Zulu)), then:

C2.28.14.1. Reject requisitions that are more than one day in the future. If the 

document number ordinal date YDDD (rp 36-39) converted to CCYYDDD is greater than the 

current date plus 1 (CCYYDDD + 1), reject with Supply Status CD, and if less than or equal to 

the current date plus 1, allow to process.

C2.28.14.2. Reject requisitions that are greater than one year old. If the document 

number ordinal date YDDD (rp 36-39) converted to CCYYDDD is equal to or less than the 

current date minus 1 year (CCYYDDD - l000), reject with Supply Status CD, and if greater 

than the current date minus 1 year (CCYYDDD - 1000), allow to process.

1 Refer to ADC 427A. 

2. Revise Table C3.T2, Requisition Processing and Related Actions as shown.

CODE OR DATA ELEMENT ENTRY IS BLANK OR INCORRECT

Date Reject. Sources of supply may reject if other than 

FMS/Grant Aid or Navy initial outfitting, and the requisition 

date exceeds one calendar year from the transaction 

processing date (current date) or is more than one day in the 

future.

1

1 Refer to ADC 427A. Edit is mandatory during DAAS processing and optional for DoD 

sources of supply.

3. Revise MILSTRIP Appendix AP2.16, Status Codes, as shown.

CD Rejected. Unable to process because of errors in the quantity, date, and/or serial number 

fields. 
Enclosure 1, ADC 427A

Page 2

(1) If received in response to a requisition and the materiel is still required, submit a new 

requisition with correct data field entries.

(2) If other than FMS/Grant Aid or Navy initial outfitting, the requisition date shall not 

exceed one calendar year from the transaction processing date (current date) or be more 

than one day in the future.

(3) If received in response to a cancellation request and materiel is not required, submit a 

new cancellation request with a valid quantity entry. 
Enclosure 2, ADC 427A

Page 1

Enclosure 2, Comment Resolution

Originator PDC 409 Concurrence/Comment Response

1. USMC Concurs with comment:

1. Staffing Note (Paragraph 4.c)

 a. This Headquarters requests that these

edits be applied to requisitions generated by Marine Corps 

ground D0DAACs (1st ID0DAAC Position = M or L)

HQMC 

 b. This Headquarters requests that these edits be applied to 

orders/referrals passed to Marine Corps sources of supply.

USMC preliminary comments (prior to above 

concurrence):

We had some conflicting interpretations in the way our 

stakeholders read the PDC and I'm trying to adjudicate to 

nail down a single MC position on which we can respond.

One school of thought feels the PDC relates to Calendar 

Year (CY) and as a result requisitions over 365 days old 

(doc serial number date) will be rejected. 

• To exemplify, if today is Oct 1, 2010 (Julian 0275) 

then requisitions created on January 1, 2010 (0001) 

will process because the converted dates 

(20100275-2010001=274) is less than 1000. 

• On the other hand requisitions with the serial date 

of Sept 29, 2009 (9273) will reject because 

(20100275-2009273=1002) is greater than 1000.

A second school of thought is that the reject rules described 

in this PDC are built around Fiscal Year. 

• As an example, a requisition with a serialization 

date of 0273 (Sept 29, 2010) will reject in DLA TS 

if it is received on Oct 2, 2010 (0276) because the 

fiscal year during which the requisition was 

dropped is not the same as the fiscal year when it 

actually reaches DLA TS for processing.

Comments: MCLC Command

Recommendation: Concur with reservation. I do not see 

where Fiscal Year (FY) closeout is being taken into 

consideration. Following scenario applies:

Scenario #1 Comptroller provides the Intermediate level 

Retail General Accounts with funding which is required to 

be obligated within five days of the start of the new FY. 

Noted.

Response to preliminary 

comments:

That is correct the PDC relates to 

Calendar Year

This example is correct.

This example is correct.

The reject rules in the PDC are 

built around the CY. The Fiscal 

Year in which the requisition was 

generated is not relevant to the 

calculation.

This example is not correct. 

Based on the example dates, the 

converted requisition date is 

2010273 and the date received 

(current date) Is 2010276. 

2010276 – 2010273=3

This requisition will process.
Enclosure 2, ADC 427A

Page 2

This is done to ensure all providing funds is fully obligated 

within the FY being closed out. Following the beginning of 

the new FY, cancellation is often provided on numerous 

document placed at the last moment the previous week. In 

order to avoid a financial reverted balance new documents 

are often submitted using prior FY document number and 

the associated appropriation data. 

Scenario #2 Delay in transmission through the AUTODIN / 

DDN FTP process to DLATS. Under the proposed PDC 

any transactions received after September 30 would by 

rejected. 

Under both the above scenarios a recommendation is made 

to delay the Julian date lockout by 30 day which will allow 

for the completion of the FY closeout. 

The PDC presented does not address the submission of 

ATA transactions with a prior FY document. An ATA 

transactions sent from a customer to an ICP will establish a 

document for a previous FY obligating funds which are not 

available.

Which cancelation status transactions will be provided back 

to the originating organization recording the canceling due 

to invalid Julian date in the document number field?

Scenario 1. The new edits are not 

based upon Fiscal Year. The 

edits will determine if a 

requisition is over a requisition 

submission is over 1 calendar 

year old (meaning a full year has 

elapsed since the date in the 

document number). Submission 

of requisitions using a prior FY 

document number will not trigger 

the edit-based rejection unless the 

document number date is also a 

year old.

Scenario 2. Transactions will not 

be rejected by DLA Transaction 

Services based upon a September 

30 FY cut-off. The only 

rejections will occur if the date in 

the document number is also 

more than a year old.

The wording of the edit has been 

clarified to indicate that it is not 

fiscal year based.

Requisition Follow-ups (e.g. DIC 

ATA) will not be subjected to the 

new edit.

The ADC has been updated to 

show that Supply Status CD 

applies. The definition will also 

be updated for clarification.

2. Navy In response to DLA Logistics Management Standard's 

request in PDC 409 that Services comment upon extending 

requisition edit criteria to requisitions, passing orders and 

referral orders routed to Navy sources of supply, Navy 

concurs with extending the original proposal to cover 

requisitions routed to Navy sources of supply, excluding 

FMS or MAP Grand Aid requisitions. Navy does not agree 

with expanding this edit to cover passing orders or 

referrals.

Accepted.

An exception has been authorized 
Enclosure 2, ADC 427A

Page 3

The Navy will require an exception for initial outfitting 

requisitions. These will be identified by Service Code N, 

R, or V, and Fund Codes:

- VO (Victor Oscar)

- V7 (Victor Seven)

- LQ ( Lima Quebec)

The Outfitting Requisition Control and Accounting System 

( ORCAS) is the initial entry point for all outfitting 

requisitions. Within ORCAS, we validate and if valid 

screen for assets or funds. Funds may not be available and 

requisitions can be held for more than a year. When ready 

to release, we obligate funds on the non-WSS COG and 

drop to the source of supply. 

Preliminary comments:

Para 4.C. - The check to exclude FMS customer orders 

from this Julian date edit is looking for B, D, K, P or T in 

the first position of the document number (MILSTRIP rp 

30). This check should be expanded to include "I" for the 

Missile Defense Agency. The K code can be deleted from 

this check, since the Marine Corps uses P for their FMS 

requisitions.

If there will be supply system requisitioning for cases 

implemented by the following agencies and the 

Implementing Agency code will be used in the first position 

of the requisition document number, the check will have to 

be expanded to also include these codes:

C - Defense Information Systems Agency (DISA)

F - Defense Contract Management Agency (DCMA)

M - National Security Agency (NSA)

Q - Defense Security Cooperation Agency (DSCA)

R - Defense Logistics Agency (DLA)

U - National Geospatial-Intelligence Agency (NGA)

Z - Defense Threat Reduction Agency (DTRA)

Since DOD 4000.25-1-M, MILSTRIP Manual, has 

assigned the above codes for other than Security 

Cooperation use (in rp 30), the FMS check may have to 

expand to include additional fields within the MILSTRIP 

transaction. 

These are the non-Security Cooperation assignments for 

these codes in rp 30:

C - Army (Contractor Use Only)

F - Air Force

M - Marine Corps

Q - Navy (Contractor Use Only)

for initial outfitting requisitions.

Response to preliminary 

comments:

Concur with inclusion of Code 

“I” for Missile Defense Agency 

(MDA). Subsequent to 

publication of PDC 409, ADC 

428 added the MDA as a Foreign 

Military Sales (FMS) 

Implementing Agency (IA) and 

Assigned Service and Agency 

(S/A) Code "I”.

Noted that the Marine Corps is 

using “P” for their FMS 

requisitions however “K” 

(Marine Corps) will not be 

removed from the list because 

this is an established MILSTRIP 

code available for use as a Marine 

Corps IA.

Service and Agency codes C, F, 

M, Q, R, U, and Z are established 

MILSTRIP S/A codes that are 

extensively used for Non-FMS 

related requisitioning. Nonconcur with additional S/A Codes 

listed for DISA, DCMA, NSA, 

DSCA, NGA, DTRA. If 

additional codes are needed to 

support identification of these 

activities as FMS Implementing 

Agencies, a proposed DLMS 
Enclosure 2, ADC 427A

Page 4

R - Navy

U - DLA (Contractor Use Only)

Z - Coast Guard 

Source: DOD 4000.25-1-M, AP2.2. APPENDIX 2.2 

SERVICE AND AGENCY CODES

change must be submitted.

Note that MILSTRIP already has 

assigned “T” for DLA FMS (vice 

R).

3. DPAP 

(contractor 

support)

We have no comments on this PDC. Noted.

4. DLA 

Logistics 

Management 

Standards

No response was received from the Military Services to the 

PDC 409 staffing note requesting Components evaluate 

expanding edit criteria to other Military Service or Defense 

Agency requisitions processing via DLA Transaction 

Services. 

Re-coordinated to expand edit 

applicability to requisitions.

5. DFAS On PDC 409, where will the CCYYDDD date actually 

occur? 

1) In the 511R?

2) In the DAAS edits only?

3) In all requisitions including MILS?

The edit will occur within the 

DAAS edits for both MILSTRIP 

and DLMS-formatted requisitions 

routed to DLA.

6. Air Force AF concurs with PDC 409. 

Concur on expanding to the edit to AF requisitions (not 

allow requisitions older than 12 months).

Noted.

7. DLA DLA concurs.

In response to staffing note 2 requesting Components 

evaluate expanding edit criteria (or a variation allowing 

somewhat older transactions) for passing orders and referral 

orders, DLA responded: Cannot apply this logic to A3 and 

A4 documents. A large majority of A3 and A4 documents 

will be older that one year and this edit would cancel valid 

requirements.

Accepted. The referral reference 

has been removed.

8. Army HQDA D-44(S) Concurs with PDC 409. 

There was concern as it relates to passing orders or referral 

orders. Customer orders may be more than one year old 

before they are passed (when the passing order is as a result 

of a Logistical Reassignment) or referred. Otherwise Army 

concurs with the edit as applied to new requisitions.

Accepted. The referral reference 

has been removed.

9. DLA 

Transaction 

Services

Update for applicably to Service/Agency Code I. Noted.
Enclosure 2, ADC 427A

Page 5

10. DSCA CISIL allows requisitions up to 4 years old. Without the 

FMS exemption from PDC 409 we would have to address 

the PDC. Because CISIL retains requisitions until at least 6 

months after case closure and has no feature to resubmit 

requisitions, I don't see this PDC as an issue for CISIL.

Also refer to the comments submitted by DSCA's Defense 

Security Assistance Development Center (DSADC) and 

posted as Navy comments.

Noted.

11. USTRANSC

OM

USTRANSCOM Abstains Noted.

Originator ADC 427 Concurrence/Comment Response

1. Navy 1. The Navy initial outfitting fund codes must be update to 

include two additional values: QU (Quebec Uniform ) or 

QZ (Quebec Zulu).

2. Navy received additional comments with regard to 

ADC427 requiring further assessment of the impact that 

this ADC upon the existing Navy processes as explained in 

the following paragraphs?

Navy/Rsupply/Afloat currently allows requisitions 

to process up to 45 days in advance of the current Julian 

Date. This is done for a couple of reasons, one of which is 

that the Fleet Industrial Supply Centers (FISC) do not 

accept a requisition that is more than 7 days old, so the rule 

was set to allow the activity to process documents in 

advance to allow for the proper review and verification of 

the documents while a ship was deployed. The ship could 

then drop them off at the FISC upon arrival and the 

documents would not be aged. The other reason is that 

sometimes an activity will use all available document 

numbers for the day in question and the date will be pushed 

forward. Navy/Rsupply/FISC allow this date to continue to 

push into the future as necessary up to 45 days. 

Implementation ofADC427 will disrupt Rsupply 

traffic by rejecting these transactions back to the submitter. 

Is a filter or exception control at DLATS possible to 

prevent this from 

occurring?

------------------

Navy does not concur with going ahead with the ADC 427 

logic change YET, not until we resolve the open issues.

-------------------

1. Concur.

2. The Navy reviewed multiple 

alternatives including use of the 

MILSTRIP procedures such as 

the supplementary address or a 

new advice code to expand the 

controls available through the 

serial number block. The 

MILSTRIP Administrator 

reviewed a Navy 

recommendation to authorize a 5-

day window into the future for 

ship requisitions. The 5-day 

window could not be approved 

(except potentially for a limited 

time pending adoption of the 

approved procedures). 

Upon subsequent consideration, 

the Navy withdrew their 

nonconcurrence.
Enclosure 2, ADC 427A

Page 6

After extensive review and coordination, the Navy 

provided revised feedback:

The Navy is in agreement that they will not forward date 

requisitions more than 1 day in the future. This is our 

understanding of what was originally written in ADC 427. 

This will allow us to concur with this ADC with the 

exception of the changes that are needed to accommodate 

the Outfitting community.

We do not need delayed implementation. We will be OK 

with DLA rejecting requisitions for future dates in the near 

term.